The Statewide Vendor File Explained John Corbett and Bernie McHugh

1. The Statewide Vendor File Explained John Corbett and Bernie McHugh

2. What This Session Will / Will Not Do • We will: • Review end-to-end business process • Highlight key process and terminology changes • We will not: • Provide detailed discussion of processes or training, opportunities for this will be identified later in presentation

3. Key Concepts • Statewide Vendor File

4. Key Concepts • Statewide Vendor File • Central Vendor Management • File will be created and maintained with one official data base with single point of contact and single set of procedures • One Vendor – One Vendor Record – One Vendor Number • A Vendor is a: Unique Combination of Name and Tax Identification Number

5. Vendor File Overview • Benefits • Improved contract negotiation/vendor management processes • Improved vendor performance tracking/reporting • Ensure conformity with set standards • Eliminate vendor record duplication • Facilitate federal reporting • Improve management of vendor agreements • Assess vendor’s legal capacity to do business with New York State • Reduce fraudulent claims • Vendor web access to self-serve and payment status • Validation of vendor registration for approval of contracts and payment processing

6. Key Concepts • Statewide Vendor File • Central Vendor Management • Vendor Data

7. Key Concepts • Statewide Vendor File • Central Vendor Management • Vendor Data • IS THE VENDOR’s DATA

8. Key Concepts • Statewide Vendor File • Central Vendor Management • Vendor Data • IT IS THE VENDOR’s DATA • Agencies may have unique business relationships with a vendor but don’t own the vendor’s data or have responsibility for managing the vendor’s data • Vendors own and have responsibility for their own data • Getting NYS out of doing the vendors accounting for them

9. Key Concepts • Statewide Vendor File • Central Vendor Management • Vendor Data • IS THE VENDOR’s DATA • Vendor Registration / Vendor Self Service

10. Key Concepts • Statewide Vendor File • Central Vendor Management • Vendor Data • IS THE VENDOR’s DATA • Vendor Registration / Vendor Self Service • Vendors are selected to do business with NYS. The first agency doing business with a vendor registers them in the central vendor file • From then, on vendors manage their data through self service and/or the central vendor management unit

11. Business Process Changes • Vendor Registration • Online Portal – • Prior to adding Vendors, agencies will access the portal to determine if the vendor already exists on the vendor file by searching on Vendor Name and/or TIN • If the vendor does not exist on file, then agencies manually input the following required information – • Name • Address • TIN • Vendor Contact Name • Vendor Contact Email • Withholding Requirement

12. Process Overview

13. Business Process Changes • Vendor File • One State – One File • Vendor File Extract • Non-Wave 1 • Feeder Systems

14. Business Process Changes • Vendor Self Service • Online Portal – • Obtain information concerning status of invoice, voucher, payment • Add or change addresses • Add or change contacts and contact information • Account Access authorized by SFS but Users Self-Manage

15. Business Process Changes • Vendor Changes Vendor Management Unit • Paper based process • Add or change addresses • Name Change • Business Organization Changes • Tax Identification Number Changes • Foreign vendors without TIN • Enrollment in ePayments • Add or change contacts and contact information

16. Changes in Terminology

17. Process Overview • Vendor Payment Vouchers

18. Process Overview • Vendor Payment Vouchers • Vendor Number - Who • Location - How • Address Sequence - Where

19. Process Overview • Contracts

20. Process Overview • Purchase Order / Encumbrance

21. Key Concepts • Who is a Vendor in the Vendor File? • A Supplier of goods and services must be a vendor before you can do any business with them • A NYS Employee is NOT a vendor when acting as an employee • An employee is a Vendor when selected as a Supplier as allowed by the Public Officers Law • A Payee receives a payment and may or may not be a vendor dependent on the specifics of the payment

22. Process Overview • Single Payment Vouchers - Payee • Entity is NOT in Vendor File • Vendor Number is assigned by VMU to a group of like transactions • Vendor Number is the same for everyone • Agency submits name and address for payment with each transaction • Similar to today’s processing but without TIN • Revenue Refunds • Jury Payments • Crime Victims • Inmates • Must have approval of VMU to Use

23. Process Overview • Employee Reimbursement • Employee is NOT in Vendor File • Used for all payments to NYS employees not processed through payroll • NOT USED for Non Employees • Board Members must be in Vendor File

24. Key Concepts • Conversion to the Statewide Vendor File • Vendor File Go-live scheduled for January 2011 • Building Vendor File NOW from Vendor Repositories • Over 30,000 vendors in repositories • Over 20,000 have been assigned their Vendor Number • All Active Contractors • All enrollees in ePayments • Vendors doing significant business with NYS since 2008

25. Key Concepts • Vendor Responsibility For Their Data • If not an Approved Vendor – Can’t Do Business with them • If you have a question/unique situation - ASK • VMU is a customer service organization • VMU@osc.state.ny.us • Willing to come to you to discuss unique situations not faced by other agencies

26. Question and Answer